Privacy policy

This Privacy Policy sets out how we, Nationwide Platforms Ltd, process your information when you interact with us through our website or depots, engage with our products and services, or where we otherwise obtain or collect information about you.

This Privacy Policy was last updated on 12 May 2021.

Summary

  • Data controller: Nationwide Platforms Ltd; company number 02268921; ICO registration number Z4992285

  • How we collect information:

    • when you provide it to us by contacting us, placing an order, completing registration forms, or signing up for content such as newsletters.

    • from your use of our website, using cookies and

    • from third parties such as business information databases.

  • What information we collect: name, contact details, IP address, cookies, device and browser, information about how you use our website, company or business name, VAT number, your job, company type, transaction history.

  • How we use your information: to contact you and process orders you place, to improve our business, to fulfil our contractual obligations, to market our services and to meet other legal rights and obligations.

  • Who we share your information with: information is shared with service providers and Loxam group companies only to the extent necessary to run our business, to fulfil any contracts we enter with you and where required by law or to enforce our legal rights. We do not sell your information to any third parties.

  • How long we retain your information: for only as long as necessary to meet the purpose we collected it for, including legal obligations, tax compliance, or any other legal basis we have for using your information including consent, performance of a contract with you or our legitimate interests.

  • How we secure your information: using appropriate technical and organisational measures such as storing your information on secure servers, encrypting transfers of data to or from our servers using SSL, use of secure third party payment providers, and only granting access to your information where necessary.

  • How we use cookies: we use cookies and similar information-gathering technologies such as marketing automation tracking on our website including essential, functional, analytical, and targeting cookies. For more information, please visit our cookie policy here: https://www.nationwideplatforms.co.uk/en-gb/cookie-policy

  • How we use profiling: we use web and marketing analytics to improve our services and to deliver tailored online user experiences.

  • Your information rights:

    • to access your information

    • to receive information about its use

    • to have your information corrected or deleted

    • to restrict the use of your information

    • to receive your information in a portable format

    • to object to the use of your information

    • to withdraw your consent to the use of your information

    • to complain to a supervisory authority

  • Sensitive personal information: we do not knowingly collect sensitive personal information. Please do not submit sensitive personal information to us.

  • Change of purpose: in the event we wish or need to use your information for a purpose that is different from the purposes for which we originally collected it, we will obtain your prior consent

Contact details
If you have questions about this Privacy Policy, please contact the data controller by writing to our Data Protection Officer, Gareth Lloyd, at 15 Midland Court Central Park, Lutterworth, Leicestershire, LE17 4PN or by email at dpo@nationwideplatforms.co.uk.

You have the right to make a complaint at any time to the Information Commissioner's Office. We would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance and we will do our best to resolve any concerns.
 

Equipment hire

We collect personal information about people working in businesses which hire our equipment and the operators who use our equipment.

How we collect information
When you enquire about or hire equipment from us either through the website, by phone or by email.

The information that we collect
When booking hire services, we ask for your name, postal address, phone number and email address. This helps us to process your booking, to contact you if we have any problems with your request, to send you an electronic confirmation of any quotes or bookings, or to send you email and text messages regarding delivery and collection times.

When opening a trade account, we ask for business information for credit checking.  This helps us manage our business risk in relation to the hire services.

When delivering equipment to site, we will ask for name and contact details of the person to take charge of the equipment, and again to arrange collection.

When hiring equipment which requires the operator to have a valid driving licence, we will ask for a copy of the driving license which we will store in line with our Data Retention Policy.

If equipment needs service or repair, we will ask for contact details for our engineers to use when they report to site.

How we use the information
We may use your information to:
• Carry out our obligations arising from any contract between you and us
• To keep you informed about transactional information such as deliveries, collections, and engineer visits
• To keep you informed about changes to our services

If you do not provide the necessary data
If you do not provide the data required for us to supply equipment to your business safely and effectively, then we may not be able to supply hire services to your business.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps to enter a contract under Article 6(1)(b) of the General Data Protection Regulations.
 
Telemetry tracking: equipment
Rental equipment may be fitted with a tracking device recording telemetry data. To operate the equipment, you may need your IPAF smart card or IPAF number and PIN code.

We may store your IPAF number and PIN as an authorised operator of the rental equipment and track its use and movement.

How is this information used?
We use this information to:
• Carry out our obligations arising from any contracts between us and the business hiring the equipment
• Track where, when and how equipment is used for health and safety reasons and for operational efficiency

Legal basis for processing:  telemetry tracking is processed under performance of a contract and legitimate interests.

 

Telemetry tracking: vehicles

Owned and hired vehicles may be fitted with a tracking device recording telemetry data.

How is this information used?
We use this information to:
• Carry out our obligations arising from any contracts between us and the business hiring the equipment
• Track where, when and how equipment is used for health and safety reasons and for operational efficiency

How is this information used?
We use this information to:
• Carry out our obligations arising from any contracts between us and the company hiring the equipment

Legal basis for processing: telemetry tracking is processed under performance of a contract and legitimate interests.
 

Telemetry tracking: mobile computing and communications devices

Corporate assets including laptop computers and mobile phones may be fitted with software which records and transmits telemetry data including location.   Because corporate assets are assigned to individual employees, the data may include personally identifiable information including phone number, name and account ID.

How is this information used?
We use this information to:
• Carry out our obligations to perform efficiently contracts between us and our customers
• Track where, when and how corporate assets are used for physical and data security and for operational efficiency

Legal basis for processing: telemetry tracking of corporate assets is processed under performance of a contract, consent and legitimate interests.
 

Training courses

We collect personal information during enquiries, bookings, course delivery and other activities relating to our training courses.

How we collect information
We obtain information about you when you enquire about, book or attend our training services. This may be through our website, by email or phone.

The information that we collect
When booking training services or enquiring about training services, we ask for your name, postal address, phone number, email address, delegate names and contact details. This helps us to process your booking, to contact you if we have any problems with your request or to send you an electronic confirmation of any quotes obtained, or bookings made.

How we use the information
We may use your information to:
• Carry out our obligations arising from any contract between you and us
• To provide training though formal accreditation
• To keep you informed about changes to our services

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps to enter a contract under Article 6(1)(b) of the General Data Protection Regulations.
 

Website visitors

We collect and use personal information from visitors to our websites.

Our web servers log your IP address as well as information about your visit such as the pages accessed, information requested, the date and time of the request, the referring source, your browser, and operating system. Our web servers are in the United Kingdom. We collect and store server logs to ensure network and IT security. This includes analysis to prevent and detect unauthorised access, malware and viruses, denial of service attacks and other cyber-attacks.

Unless you register or login to our services or in the unlikely event that we were investigating suspicious or potential criminal activity, we do not attempt to identify you from the information collected via server logs.

Our websites include links to third party websites including social media and web services whose privacy policies may differ from ours. If you submit personal information to third party websites, your information is governed by their privacy policies.

Legal basis for processing: compliance with a legal obligation under Article 6(1)(c) of the General Data Protection Regulations. We have an obligation to implement technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations. We have a legitimate interest in using your information for the purposes of ensuring network and information security.

Website analytics

We use the information collected by our server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit and the operating system and browser use.  We use the information gathered from the analysis of this information to improve our website.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in improving our website for our website users and getting to know our website user preferences so our website can better meet their needs and desires.

 

Web cookies

Cookies are data files which are sent from a website to a browser to record information about users for various purposes. We use cookies on our website, including essential, functional, analytical, and targeting cookies. For further information, please see our cookie policy which is available at https://www.nationwideplatforms.co.uk/en-gb/cookie-policy

You can reject some or all of the cookies we use on our website by changing your browser settings or another cookie control tool. Doing so can impair your ability to use our website or some or all of its features.

 

Email

When you send an email to an email address displayed on our website or to one of our generic or individual email accounts, we collect your email address and any other information you provide in that email. That may include your name, company, telephone number, address, and other information in your email signature.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter a contract under Article 6(1)(b) of the General Data Protection Regulations. Where your message relates to us providing you with goods or services, providing you with information about such goods and services, or taking steps prior to providing you with our goods and services, we will process your information to do so.

Our email platform is Microsoft Office 365, located in the EEA. Microsoft's privacy policy is available here: https://products.office.com/en-gb/business/office-365-trust-center-welcome.

 

Enquiry forms

When you contact us via enquiry form, we collect your personal information and match this to any information we hold about you on record. Personal information may include your name, company, email address, and phone number. We may record the time and date of your contact. We may use this information for the purposes of any follow up sales and marketing communications that you request.

If you do not complete the mandatory fields on our contact form, you will not be able to submit the contact form and we will not receive your enquiry.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in responding to enquiries and messages we receive and keeping records of correspondence.
Our email platform is Microsoft Office 365, located in the EEA. Microsoft’s privacy policy is available here: https://products.office.com/en-gb/business/office-365-trust-center-welcome.

 

Newsletters

When you sign up for a newsletter from us by completing the newsletter sign up form, we collect your name, company name, email address, location, job function, company type and your contact preferences. We will also record the time and date of completion. We will use this information to tailor any follow up sales and marketing communications with you.

Legal basis for processing: your consent under Article 6(1)(a) of the General Data Protection Regulations.
We use a third party service to send out newsletters and email marketing. Dotdigital’s privacy information is available here: https://dotdigital.com/trust-center/

We may use tracking pixels and tracked links in the emails we send to assess the level of engagement our emails receive. This includes measuring information such as delivery rates, open rates, click through rates and content engagement.

 

Phone

When you call us, we collect your phone number and any information provided to us during your conversation with us.  We record customer-facing phone calls for training and customer service purposes.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in responding to enquiries and messages we receive and keeping records of correspondence.  It is necessary to perform a contract or to take steps to enter a contract under Article 6(1)(b) of the General Data Protection Regulations. Where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services, such as, information about our goods and services, we will process your information to do so.

 

Post

When you contact us by post, we may collect personal information that you provide to us in any documents you send by post.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter a contract under Article 6(1)(b) of the General Data Protection Regulations. Where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and service, such as providing you with information about such goods and services, we will process your information to do so.


Registered website users

When you register and create an account on our websites, we collect the following information: your name, company name, email address, location, job function and company type. You may also be asked for optional information such as your phone number or social media details. We will also record the time and date of completion.

If you do not provide the mandatory information required by the registration form, you will not be able to register or create an account on our website.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in registering and administering accounts on our website to provide access to content, allows you to buy goods and services and facilitates the running and operation of our business.

We may use this information to tailor any follow up sales and marketing communications with you. Information you submit to us via the registration form on our website will be stored within the European Economic Area on our third-party hosting provider’s servers. Our third-party hosting provider is Microsoft Azure. Their privacy policy is available here: https://privacy.microsoft.com/en-gb/privacystatement

Registration information is also transferred to our CRM system, Salesforce. Their privacy policy is available here: https://www.salesforce.com/uk/company/privacy/full_privacy/

All data is stored in data centres in the United Kingdom and or European Economic Area.

 

Website orders

We collect and use information from individuals representing businesses, who place an order on our website.

Mandatory information
When you place an order for goods or services on our website, we collect your name, email address, invoice address, delivery address, business or company name and VAT number (if applicable).

If you do not provide this information, you will not be able to purchase goods or services from us on our website or enter a contract with us.

Legal basis for processing: compliance with a legal obligation under Article 6(1)(c) of the General Data Protection Regulations. We have a legal obligation to issue you with an invoice for the goods and services you purchase from us where you are VAT registered and we require the mandatory information collected by our checkout form for this purpose. We have a legal obligation to keep accounting and taxation records.

Optional information
We also collect additional optional information from you, such as your company type and job function.  We use this information to manage and improve your customer experience with us.  We also use this information to tailor any follow up sales and marketing communications with you.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in providing adequate customer service and management of your customer account.

Payment processing
After you place an order on our website, you will need to make payment for the goods or services, unless you have a pre-existing trade account with us.

Your payment will be processed by third party payment processors, SagePay and Stripe. They process your information, including payment information, in accordance with their privacy policies. You can access Stripe’s privacy policy here: https://stripe.com/gb/privacy and WorldPay’s policy here: https://www.opayo.co.uk/policies/privacy-policy

Legal basis for processing: necessary to perform a contract under Article 6(1)(b) of the General Data Protection Regulations, to fulfil your contractual obligation to pay for the goods or services you have ordered from us.
 

Marketing communications

When enquiring about or hiring equipment, enquiring about or booking a training course, registering on our website, or signing up for content or an event, we may use the information you provide to contact you regarding our products and services. You may also have given consent to a third party provider to supply your personal information to us.

The information that we collect
When you are booking or enquiring about hire services, other products and services, we collect personal data including your name, job title, address, phone number, email address, delegate names and contact details. This helps us to process and respond your request, enquiry or booking.   We may send you marketing communications in relation to similar goods and services if you have requested or opted in to receiving them.

You can opt-out from receiving marketing communications on the unsubscribe link on a marketing email sent to you or at any time via the communication preferences panel: https://emails.nationwideplatforms.co.uk/p/QZF-JCV/update-your-preferences

If you opt-out of marketing communications, we will retain your personal data to the extent required to ensure that we comply with your opt-out by not contacting you again.

Legal basis for processing: your consent or our legitimate interests under Article 6(1)(f) of the General Data Protection Regulation. Our legitimate interests are sharing relevant, timely and industry-specific information on related business services, to assist your business to grow.

 

Information obtained from third parties

We may obtain or collect personal information about you from third parties such as rehire partners, publicly accessible sources such as Companies House, customer databases, business directories, media, and social media.

The personal information we obtain from third parties will be your name and contact details, and any other information about you which they provide to us.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter a contract under Article 6(1)(b) of the General Data Protection Regulations. Where a third party has given personal information about you to us for us to provide services to you, we will process your information to take steps at your request to enter a contract with you and perform a contract with you.

Legal basis for processing: consent under Article 6(1)(a) of the General Data Protection Regulations. Where you have asked that a third party to share information about you with us and the purpose of sharing that information is not related to the performance of a contract or services by us to you, we will process your information based on your consent, which you give by asking the third party in question to pass on your information to us.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations. Where a third party has shared information about you with us and you have not consented to the sharing of that information, we will have a legitimate interest in processing that information in certain circumstances.
 

Disclosure of your information

We may disclose personal information about you to third parties in limited circumstances.
 

Disclosure to service providers

In common with most businesses, we use third party service providers to deliver services which are necessary to run our business. For example, IT service providers. Our third party service providers are located in the European Economic Area. Your information will be shared with these service providers where necessary to provide you with the products, services, or other activities that you have requested.

Legal basis for processing: legitimate interests under Article 6(1)(f) of the General Data Protection Regulations.  Where we share your information with these third parties in a context other than where is necessary to perform a contract, we will share your information with such third parties to allow us to run and manage our business efficiently.

Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering a contract (Article 6(1)(b) of the General Data Protection Regulation).
 

Disclosure to Loxam group companies

In common with most businesses, we share some systems and data with other Loxam group companies.  Your information will be shared with other Loxam group companies where necessary to provide you with the products, services, or other activities that you have requested.

Legal basis for processing: legitimate interests under Article 6(1)(f) of the General Data Protection Regulations.  Where we share your information with these third parties in a context other than where is necessary to perform a contract, we will share your information with such third parties to allow us to run and manage our business efficiently.

Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering a contract (Article 6(1)(b) of the General Data Protection Regulation).
 

Disclosure for legal reasons

For legal or regulatory compliance
We may use your personal information to comply with legal obligations or regulatory requirements.

Legal basis for processing: compliance with a legal obligation under Article 6(1)(c) of the General Data Protection Regulations.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, where the legal obligations are part of the laws of another country, we may have a legitimate interest in complying with these obligations.

Reporting criminal acts
If we suspect that a crime may have been committed, we may need to contact the police or another official body.  In the unlikely event this was the case, we will only process your information if you were involved or affected by such an event.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in preventing crime or suspected criminal activity.

Enforcing our legal rights
We may use your personal information for the enforcement of our legal rights, for example, sharing information with debt collectors if you do not pay amounts owed to us when you are contractually obliged to do so.

Legal basis for processing: our legitimate interests under Article 6(1)(f) of the General Data Protection Regulations, in enforcing our legal rights and taking steps to enforce our legal rights.

During a legal dispute or litigation
We may use your personal information if we are involved in a dispute with you or a third party to resolve the dispute or as part of a mediation or similar process.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation), in resolving disputes and potential disputes.

 

Employees

How we collect information
We collect information about you as part of our recruitment processes and throughout your employment with us. This includes employment and training information used to manage your employment and fulfil our contractual obligations to you.

The information that we collect
The information about you we may collect, hold and process may include:

  • Your name

  • Your address

  • Your email address

  • Your phone number

  • CV/work history

  • Job preferences including role, geographical areas and salary

  • Any other work-related information you provide, for example, education or training certificates

  • Passport

  • Permits and visas

  • Date of birth

  • National Insurance number

  • Full details of job offer and placements

  • Outcome of criminal record checks and security clearance for certain roles

  • Medical information

  • References

  • Financial information including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments

  • A log of communications with you by email and phone

Some recruitment information will be provided by you or a third party who we work with, such as a job board, employment business or agency. References may be obtained from your previous employers. Medical information may be supplied by a third party such as your GP or other medical practitioner.

The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the recruitment.

How we use information

  • To establish that you have the right to work

  • ‚ÄčTo undertake relevant security and criminal record checks as required by our clients and as permitted by law

  • To deal with any medical and health and safety issues relating to certain positions

  • To put in place contractual arrangements and documentation once a role has been secured

  • To pay you

How we store information
Employee and candidate data is stored in secure online systems hosted in the UK and Europe.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter a contract under Article 6(1)(b) of the General Data Protection Regulations.

Legal basis for processing: consent under Article 6(1)(a) of the General Data Protection Regulations.

Legal basis for processing: compliance with a legal obligation under Article 6(1)(c) of the General Data Protection Regulations.

 

Retention of personal information

We review our retention periods for personal information on a regular basis. We are legally obliged to hold some types of information to fulfil our statutory obligations. We will hold your personal details for as long as necessary for the relevant activity. After this time, the information is destroyed in accordance with our Data Retention Policy.

Order information: when you place an order for goods and services, we retain that information for 7 years following the end of the financial year, in accordance with our legal obligation to keep records for tax purposes.

Training information: when you attend a training course, we retain that information for 5 years following the end of the financial year, in accordance with our legal obligation to hold external accreditation information.

Correspondence and enquiries: when you make an enquiry or correspond with us for any reason, whether by email or by phone, we will retain your information for 24 months for email and 3 months for phone recordings.

Newsletter: we retain the information you used to sign up for our newsletter for as long as you do not unsubscribe.

Employee information: your information will be retained for the duration of your employment. Where required by statute, employment and HR related information is retained for 6 years after you leave our employment.  Should you be unsuccessful in a recruitment application, we will retain your information for 12 months unless you consent to us retaining it for longer.
 

Criteria for determining retention periods

In any other circumstances, we will retain your information for no longer than necessary, considering the following:

  • the purpose and use of your information now and in the future, such as whether it is necessary to continue to store that information to continue to perform our obligations under a contract with you or to contact you in the future

  • whether we have any legal obligation to continue to process your information, such as legal or regulatory record-keeping obligations

  • whether we have any legal basis such as your consent to continue to process your information

  • standard industry practices on how long information should be retained

  • the risk, cost and liability involved in continuing to hold the information

  • the cost of ensuring the information is kept up to date and accurate

  • other relevant factors such as our relationship with you

How we secure your information

We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

  • sharing and providing access to your information to the minimum necessary, subject to confidentiality restrictions where appropriate

  • aggregating and anonymising information wherever possible

  • using secure servers to store your information

  • verifying the identity of anyone who requests access to information

  • using Secure Sockets Layer (SSL) software to encrypt payment transactions

  • transferring your information via closed system or encrypted data transfers


Transmission of information by email

Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet, whether by email, our website, or other means, you do so at your own risk.

We do not take responsibility for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you because of your decision to transmit information to us over the internet.

Your rights in relation to your information

You have the following rights in relation to your information. You can exercise these rights by writing to the data controller using the details provided at the top of this policy.

  • to request access to your information and information related to our use and processing of your information

  • to request the correction or deletion of your information

  • to request that we restrict our use of your information

  • to receive information which you have provided to us in a structured, commonly used, and machine-readable format (for example, a CSV file) and the right to have that information transferred to another data controller including a third party data controller

  • to object to the processing of your information for certain purposes 

  • to withdraw your consent to our use of your information at any time where we rely on your consent to use or process that information. If you withdraw your consent, this will not affect the lawfulness of our use and processing of your information based on your consent before you withdraw your consent

  • the right to lodge a complaint with a supervisory authority. In the UK, the supervisory authority is the Information Commissioner’s Office: https://ico.org.uk/global/contact-us/

  • to object to us processing your information for our legitimate interests

  • to object to us processing your information for direct marketing

The above list of rights is a summary. Some limitations apply to these rights. For further information, please visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
 
Verifying your identity if you request access to your information
If you request access to your information via a Data Subject Access Request, we are required by law to use all reasonable measures to verify your identity before doing so.

These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or general unauthorised access to your information.

Where we possess appropriate information about you on file, for example, an existing employee, we will attempt to verify your identity using that information.  If it is not possible to identity you from such information, or if we have insufficient information about you, we may require original or certified copies of identity documentation before we are able to provide you with access to your information.

We will confirm the precise information we require to verify your identity in your specific circumstances you make such a request.
 
Sensitive personal information
We do not intentionally collect sensitive personal information from individuals. You must not submit sensitive personal information to us.

If you inadvertently or intentionally transmit sensitive personal information to us, you will be considered to have consented to us processing that sensitive personal information under Article 9(2)(a) of the General Data Protection Regulation. We will process your sensitive personal information for the purposes of deleting it.

We do not intentionally collect personal information from children, either via our website or offline activities. You must not submit such information to us.  We comply with the Children’s Online Privacy Protection Act of 1998. It is possible that we could receive information pertaining to children via fraud, deception, or accident. If we are notified of this, we will delete the information immediately.

 

Closed circuit television

This section explains how we regulate the management, operation and use of the closed circuit television (CCTV) systems at our depots. It also covers vehicle cameras and Body Wear Devices (BWD) that may be used from time to time.
 
The system will vary from depot to depot. It usually comprises several fixed cameras located throughout the depot.

Cameras are linked to a dedicated system per depot. Access to this system is restricted to the senior managers and contracted third party security monitoring companies. This is indicated on the signage at each location.
The objectives of the use of CCTV are:

  • To help protect our buildings and equipment

  • To support the police to deter and detect crime

  • To assist in identifying, apprehending, and prosecuting offenders

  • To assist in investigation of health and safety matters

CCTV statement of intent
The CCTV Scheme has been registered with the Information Commissioner and complies with the requirements of the Data Protection Act 2018 and the Surveillance Commissioner's Code of Practice. We will treat the system and all information, documents and recordings obtained and used as data protected by the Act.
 
Cameras will be used to monitor activities within the depot grounds near the access gates to identify adverse activity occurring, anticipated, or perceived.
 
Static cameras are positioned to ensure they do not focus on private homes, gardens, and other areas of private property. At no time will a camera be directed to follow or track an individual. All currently deployed cameras are fixed.
 
Images will only be released for specific, legitimate purposes including:

  • Use in the investigation of a specific crime and with the written authority of the police

  • Use in the investigation of a health and safety incident

  • Use in a complaint or grievance procedure

Images will not be released to the media for purposes of entertainment.
 
The planning and design has endeavoured to ensure that the CCTV Scheme will give maximum effectiveness and efficiency within available means, but it is not possible to guarantee that the system will cover or detect every single incident taking place in the areas of coverage.
Warning signs, as required by the Code of Practice of the Information Commissioner, have been placed at all access routes to areas covered by the depot’s CCTV system. 

CCTV operation
The CCTV system is administered and managed by us in accordance with the values and objectives expressed in the code. The day-to-day management will be the delegated responsibility of the Head of Property. The CCTV system operates using motion sensors 24 hours each day, every day of the year, recording all activity.
 
CCTV control
The system provider will periodically check and confirm the efficiency of the system, that the equipment is properly recording and that cameras are functional. Nationwide Platforms will liaise with the supplier regarding servicing and/or repairs and maintenance of the system.

CCTV monitoring
Camera surveillance may be maintained at all times and footage recorded using motion detection. Up to 30 days’ footage is held on the system memory.
 
To maintain and preserve the integrity of any DVD or other storage medium used to store data from the hard drive and the facility to use them in any future proceedings, the following procedures for their use and retention will be strictly adhered to:
 
(a) Each DVD must be identified by a unique reference number
(b) Before using, each DVD must be cleared of any previous recording
(c) The person responsible for recording will register the date and time of the recording,
including the DVD reference number
(d) Each DVD required for evidential purposes must be sealed, witnessed, signed by the appropriate officer, dated and stored in the safe. Images may be viewed by the police for the prevention and detection of crime. A record will be maintained of any DVD released to the police or other authorised applicants. A register will be maintained for this purpose.
 
Viewing of footage by the police or any external individual must be recorded in writing and entered in the register. Requests by the police can only be authorised for statutory or other legal compliance. Should images be required as evidence, a copy may be released to the police under the procedures described in this paragraph of this Code.
 
Images will only be released to the police on the understanding that the DVD remains the property of Nationwide Platforms, and both it and images on it are to be treated in accordance with this code. Nationwide Platforms also retains the right to refuse permission for the police to pass to any other person the DVD or any part of the images contained thereon.
 
The police may require Nationwide Platforms to retain any stored DVD/images for possible use as evidence in the future. Such DVD/Images will be properly indexed and securely stored until the police need them.
 
Applications received from outside bodies (such as, solicitors) to view or release footage stored on DVDs will be referred to the Data Protection Officer. In these circumstances, DVD/images will normally be released where satisfactory documentary evidence is produced showing that they are required for legal proceedings, or in response to a court order.
 
CCTV lawfulness of processing
We process CCTV footage to comply with our legal obligations about health and safety as well as our legitimate interests in ensuring the safety and security of staff, visitors, plant, and equipment.

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